Using Annotations

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Applies to , ,

Overview

Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day.

You can also use annotations from your iPhoneiPad, or Android phone.

Types of annotations

Each annotation has one or more types that determine how the annotation is displayed to your employees. An annotation can have one, two, or all three types.

TypeBusiness Closed
DescriptionPosts a message to the Schedule view that indicates your business is closed on the selected days.
TypeDon’t Allow Time Off
DescriptionPosts a message to the Schedule view1 that indicates time time off isn’t allowed on the selected days, and prevents staff from submitting time off requests. Supervisors and managers can still submit time off requests for those days for themselves and on behalf of employees.
TypeAnnouncement
DescriptionPosts a message to the Schedule view and dashboard2 that applies to the selected days.
Type Description
Business Closed Posts a message to the Schedule view that indicates your business is closed on the selected days.
Don’t Allow Time Off Posts a message to the Schedule view1 that indicates time time off isn’t allowed on the selected days, and prevents staff from submitting time off requests. Supervisors and managers can still submit time off requests for those days for themselves and on behalf of employees.
Announcement Posts a message to the Schedule view and dashboard2 that applies to the selected days.

1 When I Work web app and When I Work Scheduling app for Android only
2 Mobile apps only

Things to know before you begin

  • You must have account holder, manager, or supervisors access privileges to add annotations. If you’re a supervisor, you can add annotations for your locations only.
  • Annotations are available for accounts that have When I Work Scheduling activated on current pricing plans that support more than 10 users. Work with your account holder to upgrade on the Account & Billing page.
  • Only one annotation can appear at a time in the “Important Upcoming Date” section of My Schedule. The exception is if there are annotations on the same day within different locations.
  • Employees cannot click URLs that you enter in the annotation message. However, they can manually type the URL into a web browser.

Creating a business closed annotation

From the scheduler, hover over the day you’d like to indicate your business is closed. Click on the now visible bubble icon with a plus sign.

A popup will appear where you can create a date range your business is closed, a title, description, and choose a color. Make sure to check Business is Closed before you save.

After you save, the date(s) will be replaced with the word “Closed”. You can hover over the closed dates to view more information.

Note: Shifts can still be added to days that are marked as “Closed”.

“Closed” will also appear under the date on the My Schedule page so your employees can easily see what days your business is closed.

Note: Unless you mark “Don’t Allow Time Off” your employees will still be able to request time off for days your business is closed.

Creating an annotation to prevent employees from taking time off

From the scheduler, hover over the day that you don’t want employees to take off. Click on the now visible bubble icon with a plus sign.

A popup will appear where you can create a date range your business is closed, a title, description, and choose a color. Make sure to check Don’t Allow Time Off before you save.

After you save the annotation, employees can no longer request a day off on their own for that particular time frame. When selecting a day off, employees will see that the specific day cannot be requested off in red. Supervisors and managers can still submit time off requests for those days for themselves and on behalf of employees.

Note: An Annotation that blocks time off requests for one location will block request for all employees tagged to that location even for their other locations.

Create an annotation to make a announcement

To create an announcement, hover over the day you’d like to create an announcement for on the Scheduler. Click on the now visible bubble icon with a plus sign.

A pop up will appear where you can create a date range for your announcement, add a title, description, and choose a color. Check the Announcement option before you save.

After you save, your employees can hover over the colored date to view the announcement for the day.

Announcements will also appear on the My Schedule page. (Note: Does not appear on the print out) The upcoming announcement will appear above their schedule, and you also can hover over the talk bubble icon within the days that have announcements.

Note: Only one annotation will appear at a time in the “Important Upcoming Date” section of My Schedule. The exception is if there are annotations on the same day within different locations.

 

Updated on September 18, 2017

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